Managing Spaces

Learn how to create and manage spaces for administrative coordination and campus communication.

Overview

As an SSAdmin, you may need to:

Create department-specific spaces
Manage campus coordination spaces
Set up project or initiative spaces
Control space membership and permissions
Organize space rooms and content

Types of Spaces You Manage

Department Spaces

Purpose: Team collaboration and coordination Members: Campus admin team, HQ team, or department staff Use for: Internal planning, resource sharing, team communication

Campus Spaces

Purpose: Campus-wide coordination Members: Campus-specific groups (all instructors, all students) Use for: Campus announcements, resource distribution, community building

Project Spaces

Purpose: Specific initiatives or projects Members: Project team members (cross-department or cross-campus) Use for: Project planning, collaboration, deliverable tracking

Creating a Space

When to Create a Space

Create a new space when:

Starting a new project or initiative
Need dedicated area for specific group
Organizing an event or program
Setting up department collaboration
Creating resource hub

Creation Process

Access Space Creation
- Open Chat App
- Click Create Space button
- Select space type
Configure Space Settings
- Name: Clear, descriptive name
- Description: Purpose and use
- Privacy: Public or Private
- Type: Department, Project, Campus, etc.
Add Initial Members
- Search for members by name
- Add team or department
- Assign roles (Admin, Member)
Create Initial Rooms
- General (default)
- Add specific topic rooms
- Set room permissions
Post Welcome Message
- Explain space purpose
- Share guidelines
- Set expectations

Space Privacy Settings

Private Spaces:

Only invited members can access
Not visible in space directory
Best for: Department work, confidential projects, admin coordination

Public Spaces:

Anyone in organization can join
Visible in space directory
Best for: Campus resources, open initiatives, community spaces

Managing Space Members

Adding Members

Individual Addition:

Open space settings
Click Members
Click Add Members
Search for person
Select and add

Bulk Addition:

Prepare list of members
Use bulk add feature
Upload list or select group
Confirm additions

Member Roles

Space Owner:

Full control over space
Manage all settings
Add/remove members
Delete space

Space Admin:

Manage members
Modify settings
Create/delete rooms
Pin messages

Space Member:

Participate in rooms
View content
Share files
Limited admin functions

Removing Members

Go to space settings
Click Members
Find member to remove
Click remove icon
Confirm removal

Managing Space Rooms

Creating Rooms

When to create a room:

Need focused discussion area
Organize by topic or project phase
Separate different types of content
Reduce noise in General room

How to create:

Click Add Room in space
Enter room name
Add description
Set permissions
Create room

Room Types

General Room:

Default room in every space
Open discussions
Day-to-day coordination
Quick questions

Topic-Specific Rooms:

Focused discussions
Project phases
Department functions
Event planning

Resource Rooms:

Document sharing
Template storage
Reference materials
Shared resources

Organizing Rooms

Best Practices:

Use clear, descriptive names
Organize logically by topic
Limit number of rooms (3-7 ideal)
Archive inactive rooms
Pin room purposes

Example Structure:

📋 General - Day-to-day coordination
📢 Announcements - Important updates
📁 Resources - Shared documents
💡 Planning - Strategy and initiatives
❗ Issues - Problems and solutions

Room Settings

Permissions:

Who can post
Who can add members
Who can pin messages
Who can delete messages

Notifications:

Default notification level
@mention rules
Important message alerts

Space Management Best Practices

Keep Spaces Organized

Regular Maintenance:

Archive old spaces
Remove inactive members
Update space descriptions
Clean up old pinned messages
Organize rooms

Content Management:

Pin important messages
Archive completed discussions
Remove outdated information
Organize shared files

Set Clear Guidelines

Post guidelines in General room:

📋 Space Guidelines

Purpose: This space is for [specific purpose]

Who's Here: [Description of members]

How to Use:
• General room: Daily coordination and questions
• Announcements: Important team updates only
• Resources: Shared documents and templates

Response Time: Within 24 hours for questions

Contact: @SpaceAdmin for space issues

Let's keep communication professional and productive!

Monitor Space Health

Regular Checks:

Review member list (remove inactive)
Check message activity
Ensure appropriate use
Address any issues
Gather feedback

Quality Indicators:

Active participation
On-topic discussions
Respectful communication
Effective collaboration
Resource sharing

Common Space Management Scenarios

Setting Up Project Space

Space: Campus Orientation 2025

Rooms:
📋 General - Overall coordination
📅 Schedule - Timeline and dates
👥 Volunteers - Volunteer coordination
📚 Materials - Presentation and handouts
✅ Tasks - To-do and assignments

Members:
- Campus Admins (Admins)
- Orientation Leaders (Members)
- Volunteer Coordinators (Members)

Welcome Message:
"Welcome to Campus Orientation 2025 planning!

This space is for coordinating our January orientation.

Key Dates:
- Orientation: Jan 15-16, 2025
- Planning meetings: Every Friday 3 PM
- Materials due: Jan 8, 2025

Use #rooms for focused discussions.
Post updates in General.
Questions? Ask anytime!"

Managing Department Reorganization

Situation: Adding new campus to organization

Actions:
1. Create new campus admin space
2. Add campus admin team members
3. Set up standard rooms (General, Announcements, Resources)
4. Add to cross-campus coordination space
5. Share organizational resources
6. Introduce team in organization-wide announcement
7. Schedule onboarding sessions